CEO Office Manager
CERT
Total years of experience :21 years, 10 Months
Performing tasks and undertaking assignments as instructed by the CEO & COO, CBO and Legal Head; with a high level of genuine management-support, problem-solving skills, top-organizational skills and confidentiality at all times.
Performing a premium communication as the CEO first point of contact with VIP-Contacts internally and externally; providing a top-level of protocol/etiquette for projecting a positive professional image.
Draft, proofread and/or send communications on behalf of company executives (mainly CEO, COO, CBO and Legal Head).
Organize for Board Meetings, Executive Committee Meetings, and other Sub-Committee Meetings including gathering relevant documents and attending to logistics.
Maintaining comprehensive and accurate safe record and tracking for Executive documents such as Resolutions, Decrees and other Administrative Orders/Decisions and Circulars.
Maintaining the CEO Signatory pre-approval discovery process, to insure reviewing all documents pertaining to the CEO final approval/signature, and exchanging all required supporting documents, records, and evidence that it will present at CEO’s request, ensuring that the documents/transaction is complete and accurate and prepared in compliance with the applied policies and procedures, to proceed through the final approval.
Organizing and managing CEOs’ very tied schedule, inbox, arrangements for meetings, travels, events & seminars. (plus other four Chief Officers).
Working closely with Legal Departments to provide necessary support in terms of Legal related documents such as: Company DoA Matrix, issuance of POAs, Trade/Commercial Licenses, and/or other Agreements / Contracts, NDAs or MoUs.
Undertaking other assignments as instructed by the HR Head, Procurements Head.
Performing Proof-reading and Arabic/English translations as needed.
Performing tasks as Lawyers first point of contact with people from inside and outside the Firm; providing a high level of client service at all times; projecting and maintaining a positive image.
Providing secretarial support to the Work Group.
Receiving, screening and responding appropriately to telephone calls, inquiries and requests on behalf of assigned Lawyer(s) as directed by them; taking accurate messages and following up as requested by Lawyer in order to ensure client enquiries are dealt with promptly and professionally.
Dealing with Lawyer’s incoming email, faxes and post as appropriate
Liaising with clients and other staff in compliance with Lawyer’s request
Organizing and managing Lawyer’s schedule, reviewing schedule with Lawyer on a daily basis, making and confirming appointments on their behalf and keep Lawyer informed of daily agenda. Reschedule as requested
Liaising with other Legal Coordinators in regards to Lawyer’s travels, meetings and accommodation arrangements
Liaising with members of other departments to follow up on queries from associates, e.g. travel arrangements, billing information, documents sent for translation, filing, etc.
Maintaining and updating assigned Partner’s and Work Group files to deal efficiently with paper flow and organization and storage of paper work, documents and computer-based information
Updating and maintaining all system information for Client Matters, Generating Monthly Bills & Client Credit / Outstanding.
Responsible for making Fees-earners daily Time-sheets; using Thomson Elite 3E.
Creating and amending high volume of documents using Audio dictation and manuscripts, as well as creating correspondence letter and e-mails to a high degree of accuracy, confidentiality and often to tight deadlines.
• Coordinating Maritime and cargo traffic department admin team and directors; Providing administrative support to the director, including organization of his schedule, booking meetings, catering and travel arrangements
• Monitoring all of the deputy director’s incoming and outgoing communications, emails, telephone calls and preparing correspondence
• Preparation of reports for both internal and external communications, often to tight deadlines
• Preparation of agendas and minutes for meetings with both internal and external (including international) stakeholders in a timely and accurate manner
• Managing and updating database
• Recording expenses
• Research, as directed by the director
• Planning staff events
• Ensuring that high standards of confidentiality are maintained at all times and that the professional image of the firm is projected in all internal and external dealings.
• Ensuring all relevant information and documentation is available ahead of time for meetings as necessary
• Organizing attendance at conferences
• Handling communications in their absence
• Travel management
• Project administration
• Producing board papers and distributing as requested
- Handle all CEO correspondence whether verbal or written
- Coordinate typing of letters and reports and handle the typing of confidential matters.
- Schedule all CEO internal and external meetings prioritize actions as necessary and ensure he is always informed and prepared for them, organizing his diary and making appointments.
- Ensure all internal meeting facilities are ready in advance may engage concerned office staff .
- Attend the meeting as instructed by the CEO and in particular the periodic management review meetings take minutes.
- Keep al CEO personal files investments and portfolios and update them as and when necessary.
- Receive visitors in a polite and cheerful manner and provide hospitality.
- Act as a filter for the CEO shielding him from nuisance visitors their telephone calls and their correspondence.
- Maintain a comprehensive lost of CEO's information files, telephones and address indices for ease of reach.
- Ensure that CEO's working environment is pleasant and professional and arrange appropriate decorations and office equipments.
- Prepare CEO's travel itinerary, arrange for visas, airlines and hotel reservations and act as the point of contact with him and all another directors during his travels.
- Communicate and liaise with members of management as and when necessary in performing there duties and responsibilities.
- Liaise with Head of Accounts regarding any due receipts, purchase orders for office equipments or recharge our bank accounts.
- Liaise with Projects Managers and Sites Administrators regarding projects issues, projects reports and labors matters.
- Actively involved in the process of various transactions in the Public Relations and H.R. Sections have background of UAE Labor Law and Immigration system.
- Preparation of plans of action for the PROs based on the Payroll & Personnel Report (using ORACLE program), and follow up for implementation
- receive calls from all customer in the department of personal loans devise it to complaints and enquires, handle it and make daily, weekly and monthly call report for it.
- I have been promoted to the position of assistant team-leader after that; supervise and make daily training for new customer service agents.
- Helps my team-leader in auditing call reports.
- receive any enquiries from agents instead of my team-leader when his absence.
Reasons of leaving: The bank closed the retail banking dep.
- Screening telephone calls, enquiries and requests, and handling them when appropriate.
- Meeting and greeting visitors at all levels of seniority.
- taking dictations, organizing and attending meetings ensuring that my Chairman is well-prepared for meetings and take minutes of meetings
- organizing and maintaining diaries and making appointments.
- Dealing with incoming email, faxes and post, often corresponding on behalf of my Chairman, and make the presentations.
- arranging my Chairman travel itinerary (visa, online air booking, and traveling schedule).
- carrying out background research and presenting findings.
- producing documents, briefing papers, reports and typing.
- liaising with clients, suppliers and other staff.
- devising and maintaining office systems, including data management and filing.
Reasons of leaving: Got a good offer in U.A.E
how to be the perfect PA
problem solving & decision making
Bachelor's Degree of Business Administration - major of Office Administration may 2005 with lever very good with honor.